Summary of how we and the RFU use your data
Old Wimbledonian Warriors Rugby Football Club (also referred to as “the Club”, “we” or “us”) uses your personal data to manage and administer your membership, your involvement with our teams and participation in the Club, and to keep in contact with you for these purposes. Some data is shared with the RFU, who use your data to regulate, develop and manage the game.
Where we or the RFU rely on your consent, such as any consent we seek for email marketing, you can withdraw this consent at any time.
Amongst the data we collect from you may be medical (including injury) information. We will hold this where you (or your parent) have given consent, so that we can ensure we are aware of your condition and can that you are supported appropriately.
Where you work in a particular role within the game, you may be required to undergo a Disclosure & Barring Service check using the RFU’s eDBS system. The result of this check will be input into your Game Management Service (GMS) record.
What does this policy cover?
This policy describes how we will make use of the data we handle in relation to our members and players, including our use of the Game Management System (“GMS”) provided by the Rugby Football Union (“RFU”). The policy also describes the RFU’s use of data on GMS.
It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section.
What information do we collect?
We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:
What information do we receive from third parties?
Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents.
We may receive information relating to your existing registrations with other clubs or rugby bodies or disciplinary history from the RFU through GMS. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and RFU on the status of any DBS check you have been required to take. We may also receive information from other third parties.
How do we use this information, and what is the legal basis for this use?
We process this personal data for the following purposes to fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise, or enter a competition. This includes, taking payments, communicating with you and providing and arranging the delivery or other provision of products, prizes or services.
We process this personal data to conduct our business and pursue our legitimate interests, in particular:
Where you give us consent:
For purposes which are required by law:
How does the RFU use any of my information?
The RFU provides GMS, but make its own use of the following information:
The RFU uses this information as follows:
As required by the RFU to conduct its business and pursue its legitimate interests, in particular:
For purposes which are required by law:
Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of direct marketing, or profiling we carry out for direct marketing, at any time. You can do this by following the instructions in the communication where this is an electronic message, or by contacting us using the details set out below in the “How do I get in touch with you or the RFU?” section.
Who will we share this data with, where and when?
In addition to sharing data with the RFU, we will share you data with: Pitch Hero Limited to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes.
Some limited information may be shared with other stakeholders in rugby, such as other clubs, Constituent Bodies, referee societies, league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.
Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or the RFU’s legitimate interests in compliance with applicable laws.
Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include the RFU as the provider of GMS and Pitch Hero Limited as he provider of the Pitchero membership system.
Where information is transferred outside the EEA, and where this is to a stakeholder or vendor in a country that is not subject to an adequacy decision by the EU Commission, data is adequately protected by EU Commission approved standard contractual clauses, an appropriate Privacy Shield certification or a vendor's Processor Binding Corporate Rules. A copy of the relevant mechanism can be provided for your review on request.
What rights do I have?
You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.
In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).
These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.
You have the same rights for data held by the RFU for its own purposes on GMS.
To exercise any of these rights, you can get in touch with us– or, as appropriate, the RFU or its data protection officer – using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.
Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by RFU Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.
How do I get in touch with you or the RFU?
We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, or would like to opt out of direct marketing, you can get in touch by writing to Memberships Secretary, Old Wimbledonian Warriors RFC, 143 Coombe Lane, Raynes Park, SW20 0QX.
If you have any concerns about how the RFU process your data, you can get in touch at firstname.lastname@example.org or by writing to The Data Protection Officer, Rugby Football Union, Twickenham Stadium, 200 Whitton Road, Twickenham TW2 7BA.
How long will you retain my data?
We process the majority of your data for as long as you are an active member and for up to six years after this.
Where we process personal data for marketing purposes or with your consent, we process the data for up to six years unless you ask us to stop, when we will only process the data for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in future.
Where we process personal data in connection with performing a contract or for a competition, we keep the data for six years from your last interaction with us.
We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.
The RFU will maintain records of individuals who have registered on GMS, records of DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the RFU’s privacy notice to be set out on www.englandrugby.com.
Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely both by us and the RFU in order to maintain a record of the game.
OLD WIMBLEDONIAN WARRIORS RFC DATA PROTECTION POLICY BASED ON PRINCIPLES OF THE DATA PROTECTION ACT OF 1998
Data Protection Policy
DATA PROTECTION PRINCIPLES
Personal data shall be processed fairly and lawfully
Old Wimbledonian Warriors (the Warriors) is the junior section of the Old Wimbledonians RFC (OWRFC). OWRFC has a long and very successful playing tradition that dates back to the 1920’s and the excellent facilities at the Coombe Lane ground offer the space and clubhouse for children and parents to really get the most enjoyment from their rugby.
During the early 1990’s the Old Wimbledonians had a purple patch of success both on and off the field of play. Promoted twice in subsequent seasons and unbeaten in league and merit table, this period culminated in OW’s 1st XV becoming the most successful team across all of the Courage leagues for the season 92/93. A number of the coaches were lucky enough to have been a part of that success and who knows perhaps the Warriors of today will produce another all-conquering team in the years to come.
Although we are keen to be competitive and it is great to win, as a club we believe that the most important thing about rugby and sport in general is that it is fun. Our intention is to create a positive and enjoyable, team focused environment within which all players can grow personally and develop the skills to be the best team players they can be. This in turn will enable us to be competitive but with a smile on our face and the ability to lose gracefully when necessary. (Hopefully not too often!!)
The Warriors section is run by volunteers, all of whom have been DBS checked and approved and most are RFU qualified coaches and referees.
The code of conduct set out the values and behaviour that we as a club aspire to, these are:
Remember there is no 'I' in the word rugby
Being a good team player is essential to rugby success
You cannot do it alone
Everyone has a part to play
There is a position for everyone!
The officials, your opponents, coaches and teammates
Treat all as you would expect/like to be treated yourself
This code of respect forms the basis of our sport
To have FUN is the reason we play
Many teammates will become lifelong friends
Learn to value losing especially when you do your best
Understand that training leads to development, leads to more enjoyment
The vital ingredient that separates the good from the great players
Do what needs to be done, when it needs to be done
Always train hard and play hard
Discipline underpins the game of rugby
To win with grace is easy, to lose with grace is much harder
There is always tomorrow and always another chance
Sportsmanship takes courage and maturity
It will earn respect and is the foundation upon which rugby was built
Be brave and bold and rise to every challenge
Stand up and be counted especially when the going gets tough
Every Player has the courage within to overcome their fears and be a Warrior!
Warriors never give up!
The season runs from September through to the end of April each year with training sessions each Sunday excluding those days that fall over a public holiday. Training sessions are organised over two shifts; 9.30 to 11:30 and 11:30 to 13:30 unless otherwise advised by the Coaches/Team managers. Occasionally, extreme bad weather will result in the younger players’ session concluding earlier if the players are too cold or wet to play on. Please make sure that you are nearby to collect your child promptly at the end of the session.
Registration and payment of subscriptions is organised via the Warriors online system Webcollect ( www.webcollect.org.uk/).
The following rules apply to player eligibility:
Trialists can only train for the Club for a couple of weeks (non representative rugby), provided we have their details on Webcollect
No player should train without first completing basic registration on Webcollect
Bursaries are effectively having their fees paid for them
No player should be permitted to play in festivals/on Tour without having first registered with the Club and the RFU
No player should be permitted to play in league/cup fixtures without having first registered with the Club and the RFU
Guests can also train (only) with the Club subject to the above conditions.
Upon registration of your child with the Warriors via Webcollect player information is held. The registration process contains a consent clause for us to allow Coaches/Team Managers and Warriors Committee Members (The Management Team), access to that information. The information requested via Webcollect includes any disability that your child may have which the Coaches and our qualified First Aiders should be made aware of e.g. asthma and medication that they should have with them at the training sessions/matches e.g. inhalers.
Please do not use cameras, camcorders or similar items at training sessions or matches and please ask your guests not to do so either.
We may wish to take official photographs of activities that involve your child and video images during training sessions, social events at the Club and at fixtures/festivals. We would like to be able to use these images on the Club website, on the Warriors’ promotional materials, Club newsletters, Club emails and possibly in the media e.g. newspaper articles. Names will not be used with any published photos. We ask you to give your consent upon registration in Webcollect allowing us to publish pictures of your children for these purposes. If you do not wish us to use such photographs of your child, please indicate that you do not give your consent in Webcollect.
Subscriptions and Sponsorship
The Club’s objective is for the Warriors to be self-funding, not to make a profit for the Club. The principal sources of funding are membership subscriptions and sponsorship.
The membership subscription for the Warriors are collected on an annual basis via Webcollect at the beginning of each season. This covers practice and matches through to the end of the season in April. We also offer a family subscription that offer discounts for siblings. Discretionary bursaries are available and to apply please contact the Club Secretary or Treasurer.
We aim to keep all parents/guardians well informed and in the majority of cases this is most effectively done by email.
Please assist us by ensuring that your details are kept up to date. Information in Webcollect is held by family group allowing multiple email addresses per group.
We are always looking for experienced coaches or staff members that can help us make the Old Wimbledonian Warriors a success. Don’t be shy, let us know if you would like to be more involved.
Equipment, Kit & Safety
All training equipment will be provided. Players are required to wear Warriors kit for festivals, league and friendly matches. Kit is available from the Club shop which is open each Sunday during the season.
We strongly recommend players wear studded boots, as these will enable your child to keep their footing in damp conditions. It is important studs comply with the British Kite regulations. These studs may be obtained from most quality sports shops but are different to the standard plastic ones fitted to most football boots. Please check studs regularly to ensure that they have not become sharp or that any are missing.
We recommend that players of all ages consider wearing a properly fitted gum shield. It is compulsory for players in the U9 age group and above to wear a gum shield.
Protective padding and head guards may be worn but only if they have an World Rugby approved label.
Please supply any medication that may be required by your child during training and matches and please let the Coaches know if your child has a requirement to take medication.
Please also ensure that during the cold winter months, players come warmly dressed with enough layers to keep them warm and a waterproof top for when it is wet.
We cannot guarantee that drinks will be available at all training sessions and matches so please ensure that all players come with their own water bottle and a snack for the break half way through each session.
Insurance cover for Old Wimbledonian Warriors is arranged by the RFU. Details of the cover for players can be found on the RFU website www.rfu.com in Community Rugby under Club Management. http://www.community-rugby.com/communityrugby/index.cfm/Fuseaction/Home.Story/StoryTypeId/115/SectionId/1423/StoryId/16409.cfm.
Fixtures and selection
Throughout each season fixture list which will be published on the website.
We try to strike a balance between giving the opposition as a good a game as we can and trying to ensure everyone gets to play in matches during the season. Therefore, some people may play more games than others. We take into account attendance at practice, commitment and behaviour, as well as ability when making selections.
If you have any questions or concerns about selection, please feel free to speak to your Coach.
Transport to matches and bad weather
We ask parents to take their children to away fixtures and collect them afterwards. The club does not organise transport to and from matches.
Please do not assume that a game your child has been selected for is off because there has been bad weather. The ground may well be fit for play. The Coach or Team Manager will let you know if the game is called off.
Codes of Conduct
The club has a firm disciplinary policy covering players, parents and coaches.
In the event that someone misbehaves and disrupts training, or perhaps does something dangerous, we may ask them to sit out part of the training session. If this is necessary, the Coach involved will endeavour to explain what has happened to the relevant parent.
We welcome parents to training sessions and matches, and our strong preference is that you stay to watch at both. If you have to leave for some reason, please appoint another parent to be responsible for your child and notify the person taking the register and identify the parent who has agreed to be responsible for your child.
We appreciate it if children can arrive and be collected promptly. If you are going to be late picking your child up, please contact one of the Coaches or the Team Manager and let them know.
If you receive a message from the Coach that your child has been selected for a fixture, please confirm that you have received it and that your child is available. This means we can select someone else if your child is not available. There is a space for e-mail addresses on the membership form to ensure that we can keep in touch as quickly and simply as possible.
We very much value the support and input of parents and are keen for as many to be actively involved as possible. Parents who wish to assist with coaching, admin or perhaps play themselves are very welcome to join the Club.
An end-of-season players awards event for all ages and parents will be held in April each year.
Child Protection & Welfare
Children are the lifeblood of the game and it is crucial that they are cared for in the correct manner. Any player under the age of 18 is classed as a child and should be respected as such. The RFU Safeguarding Policy Guidance & Procedures sets out the key principles as well as providing best practice guidance. Everyone shares the responsibility for safeguarding and, therefore, this policy and guidance will be both relevant and useful for all those involved in creating safe environments in rugby union, whether as a parent, coach, spectator or club official.
In order to provide children with the best possible experiences and opportunities in rugby union, it is imperative that everyone operates within an accepted ethical framework and demonstrates exemplary behaviour. This not only ensures the game makes a positive contribution to the development of children, safeguards them and promotes their welfare but also protects all personnel from allegations of abuse or poor practice. Allegations of abuse or poor practice must be reported to the Warriors Child Welfare Officer. It is important when reporting an incident that the Club are informed as soon as possible in order to effectively manage any case or concern. The RFU utilises the Disclosure & Barring Service (DBS) to operate and manage a criminal record checking process for those working with children or vulnerable adults. A conviction or caution does not necessarily impede an individual’s future in the game; each situation is considered in relation to the individual circumstances. On all occasions the RFU and the Warriors consider the welfare of the child paramount.
Throughout each season the Warriors will hold a number of social events. Details of these events will be provided via the website and email. Help is always welcome with the organisation of social events, please contact the Warriors Social Secretary.
The Management Team
The Warriors are an unincorporated organisation run and owned by the members. The oversight of the club is managed by the Committee, all members of the committee are volunteers and are elected on a perpetual basis. Playing and training is managed by Coaches and Team Managers who are organised by age group.